Process and Guidelines

The Community Foundation for Staffordshire and Shropshire serves as a vital resource for community organisations and individuals seeking funding, awarding more than £4 million annually to support local good causes, projects and initiatives across the region.  Currently we are able to offer some form of funding to at least 75% of eligible applicants.  In order to access funding there are essential processes and guidelines that must be followed by potential applicants, covering eligibility requirements, application procedures, and post-award responsibilities to help people maximise their chances of securing funding for their projects.

Eligibility Criteria

Understanding which organisations or individuals can apply for which funding streams from the Community Foundation is the first crucial step in the application process.  We offer a broad range of support to the community, with over 40 different funds.  Some of these are funded by us directly, some by our partners, and some are funding streams that are available nationally or regionally but administered locally by us.  Each stream will have a slightly different focus, and as such the criteria may be different for each fund.  It is important to only apply to the funds to which you are eligible, as this will save you time and boost your chances of success.

Eligible Organisations

We accept applications from a diverse range of organisations, including registered charities, social enterprises, charitable incorporated organisations, constituted community groups, voluntary groups and companies with charitable aims.  For CICs and social enterprises we will only be able to consider an application if you have at least three unrelated directors.  We also offer funding streams directly to individuals, to help with their education, home life, or advancing their work or volunteering aims.

Just as there are eligible organisations, there are also some organisations that are generally not eligible to apply.  These include statutory authorities for core funding or work that they have a statutory responsibility to provide, schools for any work that is linked to a building or any part of a statutory responsibility or curriculum, hospitals, private businesses and solely commercial ventures.  There are occasions where we may be able to support these organisations, and so if that is the case we will state it explicitly on the criteria for the applicable fund.

Eligible Projects

We look at each application on its own merit, and this often involves taking a look at the project you will be running, or the thing that you want to spend funding on.  We support hundreds of projects every year, but there are some criteria about what can and cannot be funded.  Again, this will be unique to the fund in question and so do please read the criteria of a fund before applying to ensure that your project, as well as your organisation, is eligible.

What We Won’t Fund

There are several types of project that we cannot fund;

Projects that promote religion or seek to influence people’s religious choices are not eligible to apply for funding, but a religious group or organisation can apply for funding if they are not promoting religion.

Projects that promote a particular political cause or try to influence people’s political choices towards a political party are not eligible for funding.  Projects that are encouraging people to vote or take a more active role in local politics would be eligible, providing they are not focused on one political party.

Solely commercial ventures are not eligible for funding, as the primary focus is usually on profit, rather than community benefit.  We have some funds that have been developed to help people get a start in business and offer small support grants.  Where applicable, that is explicitly stated in the criteria.

Funding Programmes and Availability

We manage various programmes across Staffordshire and Shropshire, with funding amounts and priorities varying by programme.  Some are small programmes which can award as little as £100.  Some are large programmes awarding up to £100,000.

Application Windows

Application windows occur at regular intervals throughout the year.

Most of the programmes funded directly from our own funds are open year-round, so you can submit your application at any time, and it will be considered at the next available panel meeting.  We will make cut off dates for each programme clear on our website.  When we are delivering a fund in partnership with someone else, or on behalf of an external funder, there will often be an application window with clearly defined opening and closing dates.  We will usually start to promote the fund in advance of the opening date, and we will clearly state the closing date at that time.

The Application Process

The Community Foundation has established a clear, structured process for funding applications that helps ensure fairness and thoroughness in our evaluation of funding requests.

Taking you through it step-by-step

The application journey for an applicant begins with determining eligibility and concludes with reporting on the funded project’s outcomes.   You can determine your eligibility from the criteria that we publish for our funding streams on our website, social media, or you can call us to discuss opportunities.  There is also a link to the criteria for a fund on the application form.  Applicants should ensure they meet the minimum eligibility requirements for a fund before making an application.

Once eligibility has been determined you can start your application.  Applications are usually made through our funding portal, and you will need to create an account.  By creating an account it will help to streamline the funding application process in the future, as when you log in our portal will show you available funding opportunities to which you are likely to be eligible.  It will also allow you to easily submit your project monitoring.  If you are unable to access the funding portal, we have other options available:

• By email: We still have application forms available that can be completed by email, or on paper, but it should be remembered that the processing time for these is often longer than an online application due to their nature.
• In person: We can meet with you at our offices or at one of our drop in locations to discuss your project and complete an application form for you, based on what you tell us.
• By telephone: We can talk to you over the phone and take the relevant details and then send a completed version to you for signature.
• By video: We are now trialling video applications with some of our funds.  Please contact us to see if this service is available for the fund you’d like to apply to.
• By Relay UK: If you are deaf or hard of hearing you can use the Relay UK service.  You can find more information here.  If you are already signed up to Relay UK you can call us on 18001 01785 339540.
• By BSL: You can email us and we can arrange a BSL video call.

If you think you will have trouble submitting an application please call us and we can have a chat through the options to try to find one that works for you.

Each fund or programme may have a slightly different application form, as we may need to ask different questions depending on the focus of the fund.  We have signed up to the Institute for Voluntary Action Research’s Open and Trusting Grant-making programme and only ask questions that are appropriate for the fund.

When an application is received it is reviewed by the Programmes Officer dealing with that specific fund.  They will check your application to ensure it meets all the criteria and that you have provided everything that you need to by way of supporting documents.  If your organisation and project is eligible then it will be listed for consideration at the next available panel meeting.

We often utilise a local decision-making panel, but each fund will have a slightly different panel make-up.  Local panels are made up of representatives of the Community Foundation, people local to the area the fund is targeting, and will often also have representatives from a specialist focus, such as an employment adviser if the fund is targeting employment related activities, and so on.  This is because we want to ensure that a panel has the knowledge they need to make appropriate decisions, and so we appoint people to that panel that work in a particular field, or live or work in a particular area.

Once a panel has met and determined which applications can be funded we will notify you of the outcome.  This notification is usually made within a couple of days of the panel.  You will be notified whether you have been successful or not.  We know how important funding is for local charities and community groups, and we don’t want to create any unnecessary delays in you being able to start your project.

If your application has been approved for funding, we will make you a funding offer.  At this stage it should not be considered a grant or approved.  If you are able to meet the terms and conditions of the offer, which will include details of the project that you are hoping to run, what you can spend the funds on, (based on your application), who is responsible for the project, the dates that it will run, your agreement to provide monitoring and your consent to use your project for marketing purposes, you should sign the funding offer document.  This can be done online, by computer, phone or tablet, and will speed up the award process.

Once we have received a signed funding offer we will make arrangements to transfer your funding.  This payment will usually be made electronically into the bank account specified at time of application.  For most funding streams supporting individuals we will not make any direct financial award, but may provide vouchers or gift cards, or arrange the direct purchase of goods or services on your behalf.  Payments are usually made at the end of the month in which we receive your signed agreement, meaning that, if successful, you will never be waiting more than 28 days to receive the funding.

About the Application Form

Our application forms are broken down into several key sections, each dealing with a specific topic.  The first is usually about your organisation and your contact details, including social media links.

The second section expands on your organisation and will ask about the make-up of your organisation, its governance structures, background, and overall aims and objectives.

The next section will usually focus on your project, asking for details of the project itself, its name, timescales for delivery, what you are trying to do, why you want to run the project, what you hope to achieve, how you will improve people’s lives as a result, and how you will sustain your project when any funding we can offer has ended.

Then we will ask about the people that you hope will benefit from your project, who they are, which area they are from and whether they have any characteristics that you are aiming to target.

We will then ask about your project budget, how much funding you need to run the project, whether you’ve raised any already, how much you are applying to us for, and what you will spend it on.

All application forms feature the ability to upload supporting documents.  If for any reason you are unable to upload them, you can email them to us or send a picture of each page of the relevant document by WhatsApp.  We need these documents before we can consider an application for funding and they must be submitted before the closing date for applications.  The documents required for each fund will differ, but usually include a governing document, a set of your most recent accounts or income and expenditure breakdown, a copy of your insurance certificate if you are working with members of the public, a copy of your safeguarding policy, and a copy of a recent bank statement.  This statement should be less than three months old, be in the name of the organisation making the application and clearly show the account number and sort code.  If you are successful in receiving funding payment will be made to this account.

When you have uploaded these documents they will stay on the fundseeker portal in your account.  This means that you won’t need to upload them again in the future if you apply for other funding, unless any of the details have changed or they are out of date.

When you are completing your application form you can save the progress as you go, so you don’t need to complete it all in one go.  When you have completed your form the portal will give you the opportunity to go back and review it and make any changes you would like to.

When you are happy with your application you can submit it using the portal.  If you wish to make changes after you have submitted it, providing the closing date for applications has not passed, you can give us a call and we will look at whether we can edit it for you.

Preparing a Successful Application

We use a panel of people to make decisions about recommendations for funding, and they often have to consider dozens of applications.  There is often more need than available funding, and so it is important that you create a compelling application.  This needs careful preparation and planning, and attention to detail across several key areas.

Most successful applications begin with planning what you want to say, and that allows you to clearly explain your project and objectives.

Writing Your Application

Although we use panels made up of people with local knowledge, and experience relevant to the fund you they are considering applications for, it doesn’t mean that you should be overly technical.  It is better to write clearly, simply and concisely.  Make sure you consider the criteria for the fund and explain in the application form how your project meets those criteria.  It is not always a significantly detailed application that is successful. Sometimes an application that is short, direct and clearly heartfelt fares better, as your emotion and passion is more easily demonstrable.

Please bear in mind that members on the panel might not be aware of your organisation, its work or your project, no matter how well known you think you might be.  It is important to provide the relevant information and detail to allow the panel to understand what you want to do.  It is often a good idea to have someone not connected to your organisation have a look over your application before you submit it.  If there are parts that they don’t understand then it’s likely that it will be the same for the panel too.  You can then expand and explain on those sections to clarify your intentions.

Assessment Criteria

Understanding how we evaluate applications can significantly improve your organisation’s chances of securing funding.

Firstly, we will assess your organisation.  Usually, but not always, you should have been established for at least 12 months.  We will look for evidence of this in your constitution or governing document.  We will also consider your other supporting documents to determine financial sustainability and your ability to manage funding.  We may also check the Charity Commission or Companies House to determine information about your organisation.

Then we will consider your application.  We will look at what you want to do, the need you will address and your experience or ability to deliver the project.  We will also look at how this aligns with the criteria and priorities of the funding stream.

After You Have Been Awarded Funding

If we make an offer of funding, and if you accept the terms and conditions, there are certain requirements and obligations which you must meet.  These usually relate to promotion of the project and funding.  For example, you must promote the fund on your social media channels, including providing a link back to our own social media channels.  Any press release you issue should make reference to us as the funder.  You should also use our logo on your email signatures and on any material relating to the funding you have received.

The final stage of our funding process is related to Reporting, Monitoring, Evaluation and Learning.  We will expect you to complete monitoring forms and submit an end-of-project report.  Usually one report at the end of the project is enough, but sometimes there is a need for interim reports, which may take place at three- or six-month intervals.  These are only usually required for larger amounts of funding, and if this is the case we will let you know before you accept any offer of funding.

These reports may vary in what we need to know but usually ask for information on how your project is going, whether you’ve encountered any barriers, and how you’ve managed to overcome them.

We also ask for a case study from each organisation that we fund.  This needs to focus on one person or individual that has benefitted from your project and should include a photo if possible.  We understand that the nature of some projects does not lend itself to reporting in this way so please speak to us if you think this is going to be an issue.  You should let us know as soon as you become aware that it might be a problem, as only informing us at the end of the project is often too late.  Not being able to provide a case study does not preclude you from receiving an offer of funding, but we must be notified in advance.

We want to see your project succeed, and so please don’t consider these reports intrusive or overbearing.   We understand that sometimes, despite your best efforts, your project may not run as planned.  There may be times that things don’t always go according to plan, and often projects can be affected by things outside your control. It is not always possible to achieve everything that you set out to.  We will view these outcomes flexibly where we can and accept our own share of risk.  These reports are there to help ensure that your project stays on track, help you to formalise and identify what went well, and identify anything that you might change in the future.  If you need help during the course of your project, or you think that you might have problems delivering it as you outlined, please get in touch.  If we find out about any issues you experience early enough, we might be able to support and help you to overcome them.

If a project has not been managed properly, and it is not due to unforeseen circumstances, or circumstances beyond your control, we may have to seek the return of any funding awarded.  There is a significant need in our communities for funding and we have to ensure that all of our funding is spent appropriately.

We also use the feedback from your reports to approach national and regional funders; to demonstrate the need that exists in our communities and how our local community and voluntary sector is addressing those needs.  This helps us to secure funding streams in the future, which means more money going into our communities, and more importantly, to organisations like yours.

Organisations interested in applying should visit our website to access current funding opportunities. Additional support can be obtained by contacting our Programmes Team directly with specific questions about the application process or eligibility requirements.

Guidance and support 

If you would like support in writing your bid or in obtaining the correct supporting documents, there are organisations who could help.  The organisation you should contact depends on where you are working and what type of organisation you are.

If your organisation operates in Stoke-on-Trent please contact Vast Services

If your organisation operates in Staffordshire please contact Support Staffordshire

If you are a youth focused organisation in Staffordshire, please contact SCVYS – Staffordshire Council of Voluntary Youth Services (SCVYS)

If your organisation operates in Shropshire please contact Community Resource (formerly Shropshire RCC)

If your organisation operates in Telford & Wrekin please contact Telford and Wrekin CVS